Solutions / Back office
A CRM that keeps itself current, and a follow-up list every morning.
An agent that logs every call, email and message against the right contact, moves deals along, and tells each salesperson who to follow up today.
The loop
How it works
From a conversation to tomorrow's call list
Seven steps, from the first event to the result. Choose a step to read what happens in plain words, how it is built, and what keeps it right.
Step 1 of 7
You talk to a contact
In plain words
A salesperson emails a quote, a customer answers on WhatsApp, or someone takes a call. Nobody has to open the CRM afterwards to write it down.
Safeguard Only the lines and mailboxes you connect are read, and anything marked private is dropped before the agent sees it.
Under the hood
It is built to read only the mailboxes, business WhatsApp numbers and phone lines you connect. Email arrives through the mailbox's API, its official connection for other software, as each message lands. Calls are logged from your phone system where it can share them, or from a short voice note the salesperson leaves after the call. Mail marked private, and threads with addresses you exclude, are dropped before the agent reads a word.
Works with
- Phone
It finds the right record
In plain words
It works out who the conversation was with and which deal it belongs to, even when the same number was saved two different ways.
Safeguard A conversation it cannot place with confidence is never filed on a guess. The salesperson picks the record.
Under the hood
Matching is done by rules first, not by the model. Phone numbers are put into one international format, so a number saved with 0 or with +27 in front is the same person, and email addresses are compared exactly, then by company domain. If a person is on more than one open deal, the subject and each deal's recent history decide, and a tie goes to the salesperson. When nobody matches, a new contact is proposed with what is known so far, never created quietly.
Works with
- HubSpot
- Pipedrive
- Zoho
Which contact?: goes straight to step 06, You approve the big changes.
It notes what was said
In plain words
Instead of a long email thread, the record gets a few lines: what was discussed, what happens next, and by when. The original is one click away.
Safeguard Every summary links to the original message, and a stage change it suggests always quotes the sentence it is based on.
Under the hood
The language model writes the summary in a fixed shape: what was discussed, what was agreed, what happens next and any date mentioned. It also looks for evidence that a deal has moved, such as a request for an invoice or a meeting accepted, and quotes the exact sentence. Prices and terms are quoted as written, not reworded. Every summary links back to its source message, so a salesperson can check the words for themselves.
Won or lost: goes straight to step 06, You approve the big changes.
It updates the CRM
In plain words
The note lands on the contact. If the customer asked for a quote, the deal moves to the stage you would have moved it to, with the reason written beside it.
Safeguard It fills empty fields only, so nothing a person typed is overwritten, and it has no way to delete a record.
Under the hood
Its write access is a short list of actions: add an activity, fill an empty field, move a deal along the stages you allow. Delete is not on the list. Each write uses the source message's id as a key, so a message processed twice is logged once. Stage moves follow rules you agree, such as 'quote requested' when a customer asks for one. Won, lost, a deal's value and its owner are never changed by the agent.
Works with
- HubSpot
- Pipedrive
- Zoho
It tidies the records
In plain words
Each night it looks for the same person entered twice, fills in missing company details from public information, and spots deals nobody has touched in a while.
Safeguard The agent never merges records itself. It suggests the merge, and both records are saved before a person approves it.
Under the hood
Likely duplicates are found by scoring pairs of records on phone, email, name and company, and the language model judges the close calls. A merge is only ever suggested, side by side, and both records are copied to the log first. Missing details such as a company's address or website are filled from public sources, like the company's own site, and each is marked with where it came from. A deal with no activity for the number of days you set is flagged.
You approve the big changes
In plain words
The owner or salesperson sees the suggested merges, the deals it thinks are won or lost, and any follow-up it has drafted. Nothing goes to a contact until someone says yes.
Safeguard No email or message reaches a contact without a person's approval: the send action only runs with that approval attached.
Under the hood
Approvals sit in one queue, each with its evidence: the two records side by side for a merge, the quoted sentence for a won or lost, the draft and its thread for an email. Approving a merge runs the CRM's own merge tool, and the copies of both records saved earlier mean any value it drops can be put back by hand. A drafted follow-up goes out from the salesperson's own mailbox only after they approve it, so it comes from the person the customer already deals with.
Your team gets its call list
In plain words
Every morning each salesperson gets a short list of who to follow up with today and why, and the owner gets a view of the whole pipeline.
Safeguard Every line on the list links to the record and the message behind it, so a reason to call can always be checked.
Under the hood
The list is built from the CRM itself, now that it is current: next steps due today, promised dates that have passed, deals going quiet and new enquiries nobody has answered. Each line gives the reason and the last thing the contact said, so the call can start without opening the record. The owner's pipeline report shows deals by stage, what moved this week and what has stalled, with every number read from the CRM.
Works with
What it knows
Your CRM contacts, companies, deals and stages, the conversations on the lines and mailboxes you connect, the stage rules you agree, and public details about the companies you deal with, each marked with its source.
What it may do on its own
Match conversations to records, log summaries, fill empty fields, move a deal along the stages you allow, flag duplicates and quiet deals, and build the morning lists. It cannot delete a record, overwrite what a person typed, or message a contact.
What waits for your yes
Every merge, every deal marked won or lost, any change to a deal's value or owner, any conversation it could not place, and every email or message to a contact.
How we test it
Before it writes to your CRM it runs on a copy of your records and a set of past conversations, including the hard ones: two people at one company, a shared office email, the same number saved twice. It then logs in draft mode, where each salesperson checks its notes before they are saved.
What we measure
Once it is live, these are tracked and reviewed with you.
- Conversations logged without anyone typing
- Suggested merges accepted or turned down
- Follow-ups done on the day they were due
What you get
- Automatic activity logging
- Clean-up of duplicates and missing fields
- A daily follow-up list per person
- A pipeline report for the owner
Works with
- HubSpot
- Pipedrive
- Zoho
Who it is for
Sales teams whose CRM is only as good as the last time someone updated it.
Built to order. We scope it with you on a call, price it before any work starts, and run it in draft mode until you trust it.
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